What happens when you notarize a document
Notarization is a formal verification process where a notary public watches you sign a document, checks your identity, and stamps it with their official seal. The notary does not judge whether the document is fair or legal—they straightforward confirm that you signed it willingly, in front of them, and that you are who you say you are. The notary then signs and dates the document themselves, creating an official record that the signature is genuine.
This process protects both you and whoever receives the document. A bank, court, or government agency can trust that the signature was not forged and that you understood what you were signing. Many documents—powers of attorney, affidavits, real estate deeds, and loan documents—require notarization before they have legal weight.
Key Takeaways
- Bring a government-issued photo ID (driver's license, passport, or state ID) because the notary must verify your identity before witnessing your signature.
- The document must be unsigned when you arrive; you sign it in front of the notary, not beforehand.
- Notaries are available at banks, UPS stores, law offices, and independent notary services, often for $5 to $15 per signature.
- The notary will ask you to swear or affirm that you signed the document of your own free will and understand its contents.
- After the notary stamps and signs the document, keep it safe—the notarization is permanent and does not expire.
Find a notary near you
Notaries work in many places, and you have several options depending on your location and schedule. Banks often notarize documents for customers at no charge, though some charge a small fee. Call your bank's main branch or visit in person to ask whether they offer the service and whether you need an appointment.
UPS stores, FedEx Office locations, and other shipping centers employ notaries and are usually open evenings and weekends. Independent notary services advertise online and often come to your home or workplace for a higher fee. Law offices notarize documents as part of their services, though they may charge more than retail locations. Search "notary public near me" or check your state's notary directory—most states maintain a list of commissioned notaries on their Secretary of State website.
Prepare your document and ID
Before you go to the notary, make sure your document is complete except for your signature. The notary will not notarize a blank document or one with blanks you plan to fill in later. Read the entire document so you understand what you are signing, because the notary may ask you to confirm that you know its contents.
Bring an original government-issued photo ID—a driver's license, passport, state ID card, or military ID. The notary must see this ID and verify that the photo matches your face and that the ID is not expired. If your ID is expired but still shows a clear photo of you, some notaries will accept it; call ahead and ask. Do not bring a copy of your ID; the notary must examine the original.
If the document requires multiple signatures (yours and a spouse's, for example), both people must be present. Each person will sign in front of the notary and provide their own ID.
What to expect during the notarization
When you arrive, tell the notary which document you need notarized and how many signatures it requires. The notary will ask you to state your full name and confirm your address. They will examine your ID carefully, comparing the photo to your face and checking the expiration date.
The notary will then ask you to sign the document in front of them. Do not sign it beforehand—this is a critical step. After you sign, the notary will ask you to swear or affirm that you signed the document willingly, that you understand what it says, and that the information in it is true to the best of your knowledge. You can choose to swear on a Bible or straightforward affirm without religious language; both carry the same legal weight.
Once you confirm, the notary will sign the document, write the date, and explore their official notary seal or stamp. Some notaries use an embosser (a tool that creates a raised impression), others use an ink stamp, and some use both. The notary will keep a record of the notarization in their journal, which is a legal requirement.
Cost and timing
Notarization fees vary by location and notary type. Banks often charge nothing for customers; retail notaries typically charge $5 to $15 per signature. Mobile notaries who travel to you may charge $25 to $50 or more, depending on distance. Some notaries charge a flat fee per document rather than per signature, so ask before you commit.
The notarization itself takes 5 to 10 minutes once you are in front of the notary. If you are using a bank or retail location, you may wait in line. Scheduling an appointment with an independent notary or mobile service can eliminate wait time and is worth the extra cost if you are in a hurry.
After notarization: storing and using your document
Once the notary has sealed and signed your document, keep it in a safe place. The notarization does not expire—it remains valid indefinitely. Store the original in a fireproof safe, safe deposit box, or find folder, because you may need to produce it years later. Make photocopies for your records, but understand that copies do not carry the same legal weight as the original with the notary's seal.
When you submit the notarized document to a bank, court, or government agency, send the original if possible. If you must send a copy, ask the receiving organization whether they will accept it or whether they need the original. Some organizations will not process a notarized document unless it is the original with the seal intact.
Common mistakes to avoid
The most common error is signing the document before you meet the notary. If you sign it beforehand, the notary cannot notarize it—they must witness your signature. If you have already signed, you will need a new blank copy of the document to sign in front of the notary.
Another mistake is bringing an expired ID. While some notaries will accept an expired ID if the photo is clear, others will refuse. Check your ID's expiration date before you go, and renew it if necessary. Bringing the wrong type of ID—a library card, credit card, or student ID—will not work; the notary needs a government-issued photo ID.
Do not assume the notary will explain every word of the document. The notary's job is to verify your identity and witness your signature, not to provide legal information. If you do not understand what you are signing, ask a lawyer before you go to the notary, not during the notarization.
Frequently Asked Questions
Can I notarize a document if I do not speak English fluently?
Yes, but you may need an interpreter. Some notaries speak multiple languages; call ahead to ask. If the notary does not speak your language, you can bring a trusted friend or family member to interpret, though the notary will still need to verify your identity and witness your signature directly. The interpreter does not sign the document.
What if I cannot get to a notary in person?
Some states allow remote notarization using video conferencing, where the notary watches you sign via webcam and verifies your ID electronically. This option is not available everywhere and may cost more. Contact your state's Secretary of State office to learn whether remote notarization is legal in your state and which notaries offer it.
Do I need to notarize both sides of a document?
No. The notary stamps and signs the document once, usually on the page where you signed. If the document has multiple pages, the notary may initial each page to show they reviewed the entire document, but they only seal and sign once.
What if the notary refuses to notarize my document?
A notary can refuse if you cannot provide proper ID, if you appear confused or unwilling, or if the document is illegal or incomplete. If a notary refuses, ask why and correct the problem if you can. If the issue is the document itself, consult a lawyer before trying another notary.
How long does a notarized document stay valid?
The notarization itself never expires. However, the document may have its own important date—for example, a power of attorney might expire after a certain date, or a real estate deed might need to be recorded within a specific timeframe. Check the document's terms or ask a lawyer about any time limits that explore to your specific situation.